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EC Workshop.pptx

The document outlines the structure and implementation of Employee Central (EC) in HR management, including foundation objects such as organizational, job, and pay structures. It describes the objectives of guiding customers through the functionalities of EC, as well as the iterative process of configuration and data management. Additionally, it emphasizes the importance of role-based permissions and employee data management within the system.

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Employee Central Workshops
© 2012 SAP AG. All rights reserved. 2 Customer Agenda 1. Introduction 2. How Do We Implement EC? 3. Foundation Tables – What Are They? 4. Position Management – What Is It and your options 5. Employee Data & Role Based Permission – Introduction 6. Employee Data 7. An Introduction to HR Transactions (Events & Workflow) 8. Workbook Assignment 9. Time Off
© 2012 SAP AG. All rights reserved. 3 Customer Introduction • Who are you? • What is your role in the organisation / project?
© 2012 SAP AG. All rights reserved. 4 Customer Objective Objectives • To give you an idea of high level system functionality • To understand the constituent parts of Employee Central • To understand how EC fits together with other SuccessFactors Modules • To understand how Employee Central is typically implemented • To introduce you to all the Foundation Objects
© 2012 SAP AG. All rights reserved. 5 Customer Objectives • To introduce to the Employee Data Portlets in more details and explain how to choose which employee data you would like to record in which portlet through the configuration workbook • To introduce you to the concepts of Events and Event Reasons, their purpose and how to specify you requirements in respect of these in the configuration Workbook • To introduce you to the concept of Workflows, and how they are constructed and triggered and how they interact with employee data changes and event reasons. • To introduce you to the concept of Alerts and Notifications, how they are triggered and how they interact with employee data
© 2012 SAP AG. All rights reserved. 6 Customer Employee Central – A Demo
© 2012 SAP AG. All rights reserved. 7 Customer What Is EC – The Core Foundation Objects Org Structure Job Structure Pay Structure Employee Data Personal Information Job & Employment Information Non Effective Dated Biographical Phone Email Social Accounts Emergency Contact National ID Work Permit Effective Dated Personal Data Address Dependants Bank Account Non Effective Dated Non Recurring Pay Components Termination Employment Effective Dated Job Information Compensation Job Relationships Event Event Reasons Data Changes Workflow Approver 1 Approver 2 Approver n CC Role Contributor Role Custom Portlets Portlets Standard & Custom Fields Standard & Custom Fields Standard & Custom Fields Standard & Custom Fields
© 2012 SAP AG. All rights reserved. 8 Customer What Is EC – The Optional Additions Time Off Submit Absence Request Optional Approval Optional Balance Tracking Optional ‘Accrual’ Calculations Optional ‘Carry Over’ Processing Position Management Position Inheritance Employee Position Employee Vacant Global Assignments / Concurrent Employment Hire Job Assignment Start Home Job Host Job Assignment End Concurrent Home Job Host Job
© 2012 SAP AG. All rights reserved. 9 Customer EC – How Does It Link With the Rest? Public Profile Name Address Location Timezone Employee Profile Personal Information (Selected Data) Background Elements Custom Information (Optional) Secure Less Secure Sync EMPLOYEE CENTRAL & PROFILE Performance Mgmt. Goal Mgmt. Succession CDP Variable Pay Recruitment Compensation THE OTHERS
© 2012 SAP AG. All rights reserved. 10 Customer How Do We Implement EC – Requirements & Configuration SAP Configure & Unit Test Customer Review Configuration Customer Provide Feedback Customer Sign Workbook Customer Creates Workbook Iteration 1 SAP Configure & Unit Test Customer Review Configuration Customer Provide Feedback Customer Sign Workbook Customer Update Workbook Iteration 2
© 2012 SAP AG. All rights reserved. 11 Customer Iterations – A Closer Look Iteration 1 - Define • Agree foundation data (80-90%) • Employee data (60%) • Sample of Workflows / Alerts (10%) • With test data Iteration 2 - Refine • Agree foundation data (95%) • Employee data (90%) • Customer Workflows / Alerts (80%) • Customer data (recommend 40% - 100%)
© 2012 SAP AG. All rights reserved. 12 Customer Iterations – A Closer Look Iteration 3 - Finalise • Agree foundation data (100%) • Employee data (95%) • Customer Workflows / Alerts (95%) Customer are responsible for uploading all foundation & employee data
© 2012 SAP AG. All rights reserved. 13 Customer
© 2012 SAP AG. All rights reserved. 14 Customer Foundation Objects – What Are They? Foundation Objects are the Building Blocks of the EC system There are three categories of Foundation Objects. Org Structure Division Job Structure Pay Structure
© 2012 SAP AG. All rights reserved. 15 Customer Foundation Objects – What Are They? Foundation Objects – Things To Note? • You can rename Them • You can associate them • You can decide what data is held against them • You can default data to the employee from them • They are effective dated
© 2012 SAP AG. All rights reserved. 16 Customer Foundation Objects – Organisation Structure Org Structure Division We need to turn this… Into something like this….
© 2012 SAP AG. All rights reserved. 17 Customer Foundation Objects – Organisation Structure Org Structure Division We need to turn this… or this….
© 2012 SAP AG. All rights reserved. 18 Customer Foundation Objects – Organisation Structure Org Structure Division We need to turn this… or the anything that reflects your organisation.
© 2012 SAP AG. All rights reserved. 19 Customer Organisation Structure : An Example GEOGRAPHICAL STRUCTURE ORGANISATION STRUCTURE 19 COMPANY BUSINESS UNIT 1 BUSINESS UNIT N DIVISION 1 DIVISION N DIVISION 1 DIVISION N TEAM 1 TEAM N TEAM 1 TEAM N TEAM 1 TEAM N TEAM 1 TEAM N CC 1 CC N CC 1 CC N CC 1 CC N CC 1 CC N CC 1 CC N CC 1 CC N CC 1 CC N CC 1 CC N LOCATION GROUP GEOZONE LOCATION 1 LOCATION N LOCATION 1 LOCATION N
© 2012 SAP AG. All rights reserved. 20 Customer Foundation Objects – Organisation Structure - Definitions Standard Label Definition Legal Entity This is the company or legal entity where the employee is hired. Business Unit Level of organisation hierarchy lower than Legal Entity – can be renamed Division Level of organisation hierarchy lower than Legal Entity – can be renamed Department Department where the employee works – can be renamed Cost Centre Where the employee’s costs get assigned – can be renamed Location Physical Location where the employee work. Has a business address – can be renamed Location Group Geographical grouping of the Location Foundation objects. Used for reporting purposes primarily - can be renamed
© 2012 SAP AG. All rights reserved. 21 Customer Foundation Objects – Organisation Structure •With all Foundation Objects there is a 4 step process 1. Rename (if you want) 2. Connect (to allow filtering of data during maintenance) 3. Define the codes & attributes of each Foundation Object (e.g. Dept) 4. Decide if you want any additional fields against the Foundation Object Org Structure Division AS SIMPLE AS THAT!
© 2012 SAP AG. All rights reserved. 22 Customer Organisation Structure : An Example GEOGRAPHICAL STRUCTURE ORGANISATION STRUCTURE 22 COMPANY BUSINESS UNIT 1 BUSINESS UNIT N DIVISION 1 DIVISION N DIVISION 1 DIVISION N TEAM 1 TEAM N TEAM 1 TEAM N TEAM 1 TEAM N TEAM 1 TEAM N CC 1 CC N CC 1 CC N CC 1 CC N CC 1 CC N CC 1 CC N CC 1 CC N CC 1 CC N CC 1 CC N LOCATION GROUP GEOZONE LOCATION 1 LOCATION N LOCATION 1 LOCATION N
© 2012 SAP AG. All rights reserved. 23 Customer
© 2012 SAP AG. All rights reserved. 24 Customer Foundation Objects – Job Structure •There is a limit what you can do here •With all Foundation Objects there is a 3 step process 1. Rename (if you want) 2. Connect (to allow filtering of data during maintenance) 3. Decide if you want any additional fields against the Foundation Object 4. Define the codes & attributes of each Foundation Object (e.g. Job Code) AS SIMPLE AS THAT! Job Structure
© 2012 SAP AG. All rights reserved. 25 Customer Job Structure : An Example 25 JOBCODE 1 HR Generalist JOBCODE 1 Human Resources C&B Analyst JOBCODE 2 Regional HR Manager JOBCODE 3 HR Systems Manager JOBCODE 4 JOB CLASSFICATION 1 Finance Controller JOBCODE 5 Finance Financial Analyst JOBCODE 6 Finance Director JOBCODE 7 Finance Manager JOBCODE 8 JOB FUNCTION 2 JOB CLASSFICATION 2 JOB CLASSFICATION 3 JOB CLASSFICATION 4 JOB CLASSFICATION 5 JOB CLASSFICATION 6 JOB CLASSFICATION 7 JOB CLASSFICATION 8 JOB FUNCTION 1
© 2012 SAP AG. All rights reserved. 26 Customer Foundation Objects – Job Structure - Definitions Standard Label Definition Job Code Describes all the Jobs to which an employee can be assigned. This is the data standard for all jobs with the organisation – can be renamed Job Function Higher level groupings of Job Code into appropriate functions (e.g. HR, Finance). Used for reporting purposes primarily – can be renamed
© 2012 SAP AG. All rights reserved. 27 Customer
© 2012 SAP AG. All rights reserved. 28 Customer Foundation Objects – Pay Structures •With all Foundation Objects there is a 3 step process 1. Rename (if you want) 2. Connect (to allow filtering of data during maintenance) 3. Decide if you want any additional fields against the Foundation Object 4. Define the codes & attributes of each Foundation Object (e.g. Pay Component) AS SIMPLE AS THAT! Pay Structure
© 2012 SAP AG. All rights reserved. 29 Customer Foundation Objects – Pay Structures - Definitions Standard Label Definition Pay Group A data element that groups employees that are paid in a like manner – can be renamed – can be renamed Pay Grade Denotes the seniority of the employee from a pay perspective – can be renamed Pay Component A data element that denotes relevant components of employees pay (e.g. Base Salary, Car Allowance). Can be recurring or one off – can be renamed Pay Component Group Allows grouping of Pay Components into a higher level category allowing the summing of all amounts assigned to the employee in that category – can be renamed Pay Frequency Denote the frequencies which the employee can be paid a pay component – can be renamed Pay Range Allows the recording on Min, Mid and Max salary amounts which can in turn calculate the Compa-Ratio and range penetration for the employee – can be renamed Pay Calendar Allows the recording of period start and end dates for Payroll Processing. Useful primarily for reporting purposes – can be renamed Geozone Geographical grouping with a bias towards pay considerations. Allow for grouping for example of Pay Ranges to be relevant to one geographical location – can be renamed
© 2012 SAP AG. All rights reserved. 30 Customer Pay Structure : An Example COMPANY 1 COMPANY 2 Weekly Paid PAY GROUP 1 Monthly Paid Bi weekly Paid PAY GROUP 2 Weekly Paid Monthly Paid PAY GROUP 1 PAY GROUP 2 Pay Calendar 1 Pay Calendar 2 Pay Calendar 3 Week 1 Week 2 Week N Month 1 Month 2 Month N Period 1 Period 2 Period N Pay Calendar 1 Week 1 Week 2 Week N Month 1 Month 2 Month N Pay Calendar 2 PAY GROUP 2 PAY GROUP 3 PAY GROUP 4 PAY GROUP 5
© 2012 SAP AG. All rights reserved. 31 Customer Pay Structure : An Example Grade 10 PAY GRADE Grade 10 JOBCODE 3 PAY RANGE BASE NON BASE RECURRING NON RECURRING NON BASE TARGET ONLY NON BASE BASE VARIABLE ON TARGET EARNINGS ANNUAL SALARY HOUSING ALLOWANCE ACTING UP PAY CAR ALLOWANCE SALARY SACRIFICE ANNUAL BONUS RECOGNITION BONUS ANNUAL BONUS TARGET PAY COMPONENT GROUP PAY COMPONENTS
© 2012 SAP AG. All rights reserved. 32 Customer
© 2012 SAP AG. All rights reserved. 33 Customer Position Management – What & Why There is one other object we need to address if we are using Position Management EMPLOYEE LEGAL ENTITY DIVISION DIVISION DEPT FULL / PART TIME? POSITION JOB CHANGE YOU DECIDE WHAT ATTRIBUTES OF THE POSITION THE EMPLOYEE INHERITS
© 2012 SAP AG. All rights reserved. 34 Customer Position Management – What & Why There is one other object we need to address if we are using Position Management – the Position. But first what is Position Management and do you need it • Position Management is predicated on Position being created with attributes that reflect that position. • Position Management is typically beneficial for relatively non fluid organisation where headcount management & control is paramount • Position Management does build in another layer of complexity to both the implementation and subsequent maintenance • You need to be sure you NEED position management before we go down this route.
© 2012 SAP AG. All rights reserved. 35 Customer Position Management – What Does It Do There are many options to consider with Position Management but primarily it does the following :- 1. Defaults data from the Position to the Person when Position is added or changed on an employee record, if you want, you specify what data is defaulted. 2. Defaults data from Person to Position when data is modified on the person if you want, you specify what data is defaulted. 3. Allows for rigid or loose adherence to FTE Targets for positions 4. Allows for Mass Positions with a multiple FTE Target 5. Can automatically create and assign people to new or position with space based on employee data changes (implicit position management) 6. Allows for automatic maintenance of losing and receiving position to ensure a stable headcount at the organisational level you specify.
© 2012 SAP AG. All rights reserved. 36 Customer Foundation Objects
© 2012 SAP AG. All rights reserved. 37 Customer Step 1 Complete Foundation Objects Org Structure Job Structure Pay Structure Custom
© 2012 SAP AG. All rights reserved. 38 Customer Employee Data – An Introduction Key Points • Employee Data resides within a standard set of Portlets within EC • It is not possible currently to add portlets to EC screens • It is possible to rename the Portlets within EC • Each Portlet contains a standard set of fields, including some Foundation Object fields. You can decide which standard fields you would like to use • Each Portlet has the ability to add custom field which can be either string, number, decimal or date field • Some portlets are by design effective dated and some are not • Field specified within each Portlet can be renamed as required • Fields with Portlet can reference either Foundation Objects or Picklist to make available the valid values for data entry
© 2012 SAP AG. All rights reserved. 39 Customer Personal Information - The Portlets Personal Information Personal Information Personal Information that can change over time like Marital Status, Gender, Name etc. Biographical Information Personal Information that does not change like Date of Birth & Employee ID National ID Information Allows recording of multiple National ID types and numbers Addresses Allows the recording of multiple Address Type and details Work Permit Information Allows recording of multiple Permit types, numbers and expiry dates Email Information Allows recording of multiple email types and addresses Phone Information Allows recording of multiple Phone types and numbers Social Account Information Allows recording of multiple Social Accounts and associated details Emergency Contact Information Allows recording of multiple emergency contact, relationship and contact information Dependents Allows the recording of dependents of the employee and associated contact details Bank Account Information Allows recording of Bank Account Information for the employee
© 2012 SAP AG. All rights reserved. 40 Customer Employment Information - The Portlets Employment Information Job Information Allows effective dated tracking of all Job changes of the employee Employment Information Records data specific to the employees employment with the company, typically dates such as Hire Date etc. Job Relationships Allows the recording of desired globally defined relationships between the employee and another person in the company. For example Matrix Manager, Project Manager, Finance Contact etc Compensation Information Allows effective dated generic Compensation related data. Also contains the assignment of specific pay components that are either recurring payments or targets and associated amounts. This makes up a view of the employee Pay One Time Payment Information Allows the recording of one time payments such as one time Bonus or Recognition payments and associated amounts and date paid
© 2012 SAP AG. All rights reserved. 41 Customer
© 2012 SAP AG. All rights reserved. 42 Customer Country Specific Employee Data Specification of Country Specific Fields are allowed in the following places • Job Information – this is driven by the country assigned to the Legal Entity Foundation Object • Personal Information - – this is driven by the country assigned to the Legal Entity Foundation Object • Address Formats • National ID Formats • Name Formats
© 2012 SAP AG. All rights reserved. 43 Customer Employee Data & Security – Role Based Permissions Effective Dated • Personal Information • Address Information • Job Information • Compensation Information • Job Relationship Information • Bank Account Information Non Effective Dated • Biographical Information • Phone Information • Email Information • Social Accounts Information • Emergency Contact Information • National ID Information • Work Permit Information • One Time Payments • Employment Information Data in EC Portlets are either effective dated or not effective dated dependent upon the type of date
© 2012 SAP AG. All rights reserved. 44 Customer Employee Data & Security – Role Based Permissions Role Based Permission is :- A method to ensure that users can : • Only see the employee data they are supposed to • Only amend the data they are supposed to • Only see the data for the populations they should Two main concepts to understand :- Groups – A group is a population of employees defined by the data associated to employees. – For example : All employees in a specific location – All employees at grade 10 and above Roles – A role is a titled specification of data permissions which specifies the data privileges employees assigned to that role have – For example : Managers – Executive level employees – System Administrator – Employees On Self – Employee On Others
© 2012 SAP AG. All rights reserved. 45 Customer Employee Data & Security – Role Based Permissions GRANTED GROUP HR BP Definition :- All Employees with a Job Code of HR BP TARGET GROUP UK Employees Definition :- All Employees with a Location in the UK ROLE – HR EXTENDED ACCESS Personal Data Effective Dated Employment Data Effective Dated Personal Data Non Effective Dated Employment Data Non Effective Dated Manager Self Service Workflow Administrative Privileges Hire Terminate Update Records View In Progress View History Manage Foundation Data Import Employee Data
© 2012 SAP AG. All rights reserved. 46 Customer Employee Data & Security – Role Based Permissions GRANTED GROUP HR BP Definition :- All Employees with a Job Code of HR BP TARGET GROUP UK Employees Definition :- All Employees with a Location in the UK ROLE – HR EXTENDED ACCESS Personal Data Effective Dated Employment Data Effective Dated Personal Data Non Effective Dated Employment Data Non Effective Dated Manager Self Service Workflow Administrative Privileges Hire Terminate LOA Update Records View In Progress View History Manage Foundation Data Import Employee Data WHO CAN SEE / DO SOMETHING WHAT THEY CAN SEE / DO WHO THEY CAN SEE / DO IT TO
© 2012 SAP AG. All rights reserved. 47 Customer Employee Data & Security – Role Based Permissions
© 2012 SAP AG. All rights reserved. 48 Customer Step 2 Complete Foundation Objects Org Structure Job Structure Pay Structure Custom Employee Data Personal Information Job & Employment Information Non Effective Dated Biographical Phone Email Social Accounts Emergency Contact Bank Account National ID Work Permit Effective Dated Personal Data Address Dependants Non Effective Dated Non Recurring Pay Components Termination Employment Effective Dated Job Information Compensation Job Relationships Portlets Portlets Standard & Custom Fields Standard & Custom Fields Standard & Custom Fields Standard & Custom Fields
© 2012 SAP AG. All rights reserved. 49 Customer HR Transactions : An Introduction There are three main components to how the execution of HR Transactions are managed within Employee Central 1. Events & Event Reasons These are used to track what is actually happening to employee when someone changes there data on an effective date 2. Workflow These can facilitate approval on specific data changed. The approval mechanism and who can be involved in the approval chain is flexible 3. Alerts & Notifications These can notify specific roles or users that something has happened or is happening soon to allow them to take action. No approval included here.
© 2012 SAP AG. All rights reserved. 50 Customer HR Transactions : An Introduction SExternal Hire Internal Hire Acquisition Fixed Term Int’l Transfer Annual Review Off Cycle Promotion Exceptional Performance Hours Change Which roles should approve & in what order? Which Reasons and / or other field changes should trigger workflow? HIRE LEAVING PAY CHANGE JOB CHANGE DATA CHANGE
© 2012 SAP AG. All rights reserved. 51 Customer Events • SuccessFactors provides a standard number of events, these can be renamed, but should not be repurposed. 1.It is not necessary or required to use all events if you do not need to  Hire  Rehire  Probation  Completion Of Probation  Job Change  Data Change  Start of Assignment  Completion of Assignment  Leave Of Absence  Return to Work  Pay Rate Change  Promotion • Demotion • Suspension • Transfer • Termination • Position Transfer • Position Reclassification
© 2012 SAP AG. All rights reserved. 52 Customer Event Reasons • Event Reasons are effectively subclassifications of Events and it is up to Customer what these should be for each event that you would like to use • Typically these Event Reasons should be a global data standard to aid reporting. It is possible to have country specific event reason however • Event Reasons can be attached to an effective dated change of data for an employee either manually or ‘automatically’ – this is a design decision to need to make
© 2012 SAP AG. All rights reserved. 53 Customer Event Derivation Or Not 1. With Event Derivation the system assigns an Event Reason automatically based on logic that you specify and we configure into the system (note, this is not in scope for Customer) 2. Without Event Derivation, you rely on who ever is making the change to know which Event and Event Reason to use for any particular change
© 2012 SAP AG. All rights reserved. 54 Customer Workflow To have workflow execute as desired in the system, the following is required 1. A set of Workflow Definitions 2. A set of associated criteria specifying in which circumstances a specific workflow definitions should trigger
© 2012 SAP AG. All rights reserved. 55 Customer The Workflow Definition – A Closer Look Modify existing Workflow definition as needed. Steps can be added, deleted or change ‘Step’ section denote who will approve the workflow and in what order ‘Contributor’ specifies who will be notified of progress at each step of the workflow ‘Cc Role’ specifies who will receive a notification only after the entire workflow is complete Never make changes to the Workflow ID. This will break the workflow
© 2012 SAP AG. All rights reserved. 56 Customer The Workflow Definition – Approver Types Approver Type : Role Options are :- • Employee • Manager • Manager’s Manager • Employee HR • Matrix Manager • Custom Manager • Second Manager • Additional Manager Approver Type : Dynamic Role Options are customer defined based on one or more of the following criteria :- • Job Classification • Department • Location • Legal Entity • Business Unit • Division • Cost Center • Pay Grade • Pay Group • Event Reason • Position Approvers can resolve to either a Person, Position, or Dynamic Group. Approver Type : Dynamic Group Options are customer defined based on standard Role Based Permission Group creation criteria e.g. :- • Department • Job Classification • Location etc.
© 2012 SAP AG. All rights reserved. 57 Customer The Workflow Definition – Dynamic Roles Modify existing Dynamic Role definition as required. ‘Person (User System ID) denotes who will approve when this dynamic role is in a Workflow definition. The other optional columns denote the criteria for when that approver should be used. In this case, employees subject Workflow in the Business Units listed will have a Head of Unit approver as specified in the ‘Person (User System ID) column
© 2012 SAP AG. All rights reserved. 58 Customer The Workflow Definition – Dynamic Groups Click on an existing link to maintain an existing Dynamic Group Choose with criteria should be used to populate the group Click here to add or delete specific values for the criteria chosen to populate the group Click here to see the current employees in the group This section can specifically exclude people from the group based on criteria
© 2012 SAP AG. All rights reserved. 59 Customer Alerts & Notifications • Alerts and Notification can be configured in addition to Workflow. They produce messages that you can define that go to specific people. • They can appear in the Employees ‘To Do’ List on the Homepage or on email or both • You can define the exact message that is sent • You define the criteria that tell the system to send this message • Example Alert Manager that one of their employee’s contract end date is 20 days away. • Alerts can be configured based on different criteria • Alerts are produced once a day, rules are set up and those users satisfying those rules for specific alert will get the alert • Alert specific Workflow definitions are used to define who gets the alert.
© 2012 SAP AG. All rights reserved. 60 Customer
© 2012 SAP AG. All rights reserved. 61 Customer Step 3 Complete Foundation Objects Org Structure Job Structure Pay Structure Custom Employee Data Personal Information Job & Employment Information Non Effective Dated Biographical Phone Email Social Accounts Emergency Contact Bank Account National ID Work Permit Effective Dated Personal Data Address Dependants Non Effective Dated Non Recurring Pay Components Termination Employment Effective Dated Job Information Compensation Job Relationships Portlets Portlets Standard & Custom Fields Standard & Custom Fields Standard & Custom Fields Standard & Custom Fields Event Event Reasons Data Changes Workflow Approver 1 Approver 2 Approver n CC Role Contributor Role
© 2012 SAP AG. All rights reserved. 62 Customer
© 2011 SAP AG. All rights reserved. 63 Confidential Time Off Overview
© 2012 SAP AG. All rights reserved. 64 Customer Agenda 1.Quick Demo 2.What is Time Off (and what it is not) 3.How is Time Off Functionality Built Up. 4.A look at each of the individual configuration elements 5.What questions do you need to answer to express your requirement? 6.How to document your requirements – filling in the configuration workbook. 7.Next Steps
© 2012 SAP AG. All rights reserved. 65 Customer What is Time Off DEMO
© 2012 SAP AG. All rights reserved. 66 Customer What is Time Off Time Off Allows :- • Employees to request Time Off for types of time, applicable to them, that you define. • Managers to view a Team Absence Calendar to aid decision making in approving time off • Managers to approve Time Off (if required) • Allows to automatic calculation of accruals, by type of time (if required) • Allows for automatic processing of balances at the end of a period (if required) • Allow for customer specific application of rules to deploy company policy in relation to booking certain types of time.
© 2012 SAP AG. All rights reserved. 67 Customer Who Can Do What • Employee requests time off, such as vacation, paid time off, or sick leave. • Employee views or cancels time off requests. • Employee views team absences • Employee view own time account details. • Manager approves time off requests. • Manager approves team absences. • HR Administrator enters a new hire into the system and sets up Time Off for him or her. • HR Administrator needs an overview of an employee's time accounts. • HR Administrator enters an absence request for an employee. • HR Administrator makes a manual adjustment to a time account. • HR Administrator creates and runs a time off accrual calendar to have accrual created automatically. • HR Administrator runs period-end processing
© 2012 SAP AG. All rights reserved. 68 Customer Time Off Summarised Time Off Calendars Time Account Time Account Detail Time Off Request Workflow Request Time Account Eligibility Status Time Off Employee Transactional Data Time Off Setup Data Holidays Holiday Calendar Work Schedule Time Type Time Type Time Profile Time Type Time Type Time Account Type Accrual Rule Period-End Processing Rule Hire Rule Termination Rule Account /Accrual Creation Parameters Holiday Calendar Work Schedule Time Profile Account Creation Accrual Creation Period End Processing
© 2011 SAP AG. All rights reserved. 69 Confidential Time Off Set Up Data
© 2012 SAP AG. All rights reserved. 70 Customer Time Off Summarised Time Off Setup Data Holidays Holiday Calendar Work Schedule Time Type Time Type Time Profile Time Type Time Type Time Account Type Holiday Calendar Work Schedule Time Profile
© 2012 SAP AG. All rights reserved. 71 Customer Holidays Holidays What does it do? Holidays are simple codes and descriptions to identify holiday names that can subsequently be used in holiday calendars Field Usage Holiday Code Code to identify specific holiday Name Description of the holiday
© 2012 SAP AG. All rights reserved. 72 Customer Holiday Calendar Holidays Holiday Calendar What does it do? Holiday Calendars are a collection of individual holidays for a particular jurisdiction where people work. Field Usage External Code Code to identify specific holiday calendar External Name Description of the holiday calendar Date Of Holiday Date of which holiday chosen occurs Holiday Class Enter either, Full, Half or None Holiday Pick relevant previously configured holiday
© 2012 SAP AG. All rights reserved. 73 Customer Work Schedule Holidays Holiday Calendar Work Schedule What does it do? Work Schedules specify a the number of working hours per day from a particular date in a recurring cycle that you specify Field Usage External Code Code to identify specific Work Schedule External Name Description of the work schedule Starting Date Date on which the work schedule should take effect. Connect day and date Day Number of the sequence of days in the Work Schedule. Can be as many days as you want. Working Hours Number of working hours expected to be worked on a particular day / date.
© 2011 SAP AG. All rights reserved. 74 Confidential Time Off Configuration Workbook
Thank You!

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EC Workshop.pptx

  • 1.
  • 2.
    © 2012 SAPAG. All rights reserved. 2 Customer Agenda 1. Introduction 2. How Do We Implement EC? 3. Foundation Tables – What Are They? 4. Position Management – What Is It and your options 5. Employee Data & Role Based Permission – Introduction 6. Employee Data 7. An Introduction to HR Transactions (Events & Workflow) 8. Workbook Assignment 9. Time Off
  • 3.
    © 2012 SAPAG. All rights reserved. 3 Customer Introduction • Who are you? • What is your role in the organisation / project?
  • 4.
    © 2012 SAPAG. All rights reserved. 4 Customer Objective Objectives • To give you an idea of high level system functionality • To understand the constituent parts of Employee Central • To understand how EC fits together with other SuccessFactors Modules • To understand how Employee Central is typically implemented • To introduce you to all the Foundation Objects
  • 5.
    © 2012 SAPAG. All rights reserved. 5 Customer Objectives • To introduce to the Employee Data Portlets in more details and explain how to choose which employee data you would like to record in which portlet through the configuration workbook • To introduce you to the concepts of Events and Event Reasons, their purpose and how to specify you requirements in respect of these in the configuration Workbook • To introduce you to the concept of Workflows, and how they are constructed and triggered and how they interact with employee data changes and event reasons. • To introduce you to the concept of Alerts and Notifications, how they are triggered and how they interact with employee data
  • 6.
    © 2012 SAPAG. All rights reserved. 6 Customer Employee Central – A Demo
  • 7.
    © 2012 SAPAG. All rights reserved. 7 Customer What Is EC – The Core Foundation Objects Org Structure Job Structure Pay Structure Employee Data Personal Information Job & Employment Information Non Effective Dated Biographical Phone Email Social Accounts Emergency Contact National ID Work Permit Effective Dated Personal Data Address Dependants Bank Account Non Effective Dated Non Recurring Pay Components Termination Employment Effective Dated Job Information Compensation Job Relationships Event Event Reasons Data Changes Workflow Approver 1 Approver 2 Approver n CC Role Contributor Role Custom Portlets Portlets Standard & Custom Fields Standard & Custom Fields Standard & Custom Fields Standard & Custom Fields
  • 8.
    © 2012 SAPAG. All rights reserved. 8 Customer What Is EC – The Optional Additions Time Off Submit Absence Request Optional Approval Optional Balance Tracking Optional ‘Accrual’ Calculations Optional ‘Carry Over’ Processing Position Management Position Inheritance Employee Position Employee Vacant Global Assignments / Concurrent Employment Hire Job Assignment Start Home Job Host Job Assignment End Concurrent Home Job Host Job
  • 9.
    © 2012 SAPAG. All rights reserved. 9 Customer EC – How Does It Link With the Rest? Public Profile Name Address Location Timezone Employee Profile Personal Information (Selected Data) Background Elements Custom Information (Optional) Secure Less Secure Sync EMPLOYEE CENTRAL & PROFILE Performance Mgmt. Goal Mgmt. Succession CDP Variable Pay Recruitment Compensation THE OTHERS
  • 10.
    © 2012 SAPAG. All rights reserved. 10 Customer How Do We Implement EC – Requirements & Configuration SAP Configure & Unit Test Customer Review Configuration Customer Provide Feedback Customer Sign Workbook Customer Creates Workbook Iteration 1 SAP Configure & Unit Test Customer Review Configuration Customer Provide Feedback Customer Sign Workbook Customer Update Workbook Iteration 2
  • 11.
    © 2012 SAPAG. All rights reserved. 11 Customer Iterations – A Closer Look Iteration 1 - Define • Agree foundation data (80-90%) • Employee data (60%) • Sample of Workflows / Alerts (10%) • With test data Iteration 2 - Refine • Agree foundation data (95%) • Employee data (90%) • Customer Workflows / Alerts (80%) • Customer data (recommend 40% - 100%)
  • 12.
    © 2012 SAPAG. All rights reserved. 12 Customer Iterations – A Closer Look Iteration 3 - Finalise • Agree foundation data (100%) • Employee data (95%) • Customer Workflows / Alerts (95%) Customer are responsible for uploading all foundation & employee data
  • 13.
    © 2012 SAPAG. All rights reserved. 13 Customer
  • 14.
    © 2012 SAPAG. All rights reserved. 14 Customer Foundation Objects – What Are They? Foundation Objects are the Building Blocks of the EC system There are three categories of Foundation Objects. Org Structure Division Job Structure Pay Structure
  • 15.
    © 2012 SAPAG. All rights reserved. 15 Customer Foundation Objects – What Are They? Foundation Objects – Things To Note? • You can rename Them • You can associate them • You can decide what data is held against them • You can default data to the employee from them • They are effective dated
  • 16.
    © 2012 SAPAG. All rights reserved. 16 Customer Foundation Objects – Organisation Structure Org Structure Division We need to turn this… Into something like this….
  • 17.
    © 2012 SAPAG. All rights reserved. 17 Customer Foundation Objects – Organisation Structure Org Structure Division We need to turn this… or this….
  • 18.
    © 2012 SAPAG. All rights reserved. 18 Customer Foundation Objects – Organisation Structure Org Structure Division We need to turn this… or the anything that reflects your organisation.
  • 19.
    © 2012 SAPAG. All rights reserved. 19 Customer Organisation Structure : An Example GEOGRAPHICAL STRUCTURE ORGANISATION STRUCTURE 19 COMPANY BUSINESS UNIT 1 BUSINESS UNIT N DIVISION 1 DIVISION N DIVISION 1 DIVISION N TEAM 1 TEAM N TEAM 1 TEAM N TEAM 1 TEAM N TEAM 1 TEAM N CC 1 CC N CC 1 CC N CC 1 CC N CC 1 CC N CC 1 CC N CC 1 CC N CC 1 CC N CC 1 CC N LOCATION GROUP GEOZONE LOCATION 1 LOCATION N LOCATION 1 LOCATION N
  • 20.
    © 2012 SAPAG. All rights reserved. 20 Customer Foundation Objects – Organisation Structure - Definitions Standard Label Definition Legal Entity This is the company or legal entity where the employee is hired. Business Unit Level of organisation hierarchy lower than Legal Entity – can be renamed Division Level of organisation hierarchy lower than Legal Entity – can be renamed Department Department where the employee works – can be renamed Cost Centre Where the employee’s costs get assigned – can be renamed Location Physical Location where the employee work. Has a business address – can be renamed Location Group Geographical grouping of the Location Foundation objects. Used for reporting purposes primarily - can be renamed
  • 21.
    © 2012 SAPAG. All rights reserved. 21 Customer Foundation Objects – Organisation Structure •With all Foundation Objects there is a 4 step process 1. Rename (if you want) 2. Connect (to allow filtering of data during maintenance) 3. Define the codes & attributes of each Foundation Object (e.g. Dept) 4. Decide if you want any additional fields against the Foundation Object Org Structure Division AS SIMPLE AS THAT!
  • 22.
    © 2012 SAPAG. All rights reserved. 22 Customer Organisation Structure : An Example GEOGRAPHICAL STRUCTURE ORGANISATION STRUCTURE 22 COMPANY BUSINESS UNIT 1 BUSINESS UNIT N DIVISION 1 DIVISION N DIVISION 1 DIVISION N TEAM 1 TEAM N TEAM 1 TEAM N TEAM 1 TEAM N TEAM 1 TEAM N CC 1 CC N CC 1 CC N CC 1 CC N CC 1 CC N CC 1 CC N CC 1 CC N CC 1 CC N CC 1 CC N LOCATION GROUP GEOZONE LOCATION 1 LOCATION N LOCATION 1 LOCATION N
  • 23.
    © 2012 SAPAG. All rights reserved. 23 Customer
  • 24.
    © 2012 SAPAG. All rights reserved. 24 Customer Foundation Objects – Job Structure •There is a limit what you can do here •With all Foundation Objects there is a 3 step process 1. Rename (if you want) 2. Connect (to allow filtering of data during maintenance) 3. Decide if you want any additional fields against the Foundation Object 4. Define the codes & attributes of each Foundation Object (e.g. Job Code) AS SIMPLE AS THAT! Job Structure
  • 25.
    © 2012 SAPAG. All rights reserved. 25 Customer Job Structure : An Example 25 JOBCODE 1 HR Generalist JOBCODE 1 Human Resources C&B Analyst JOBCODE 2 Regional HR Manager JOBCODE 3 HR Systems Manager JOBCODE 4 JOB CLASSFICATION 1 Finance Controller JOBCODE 5 Finance Financial Analyst JOBCODE 6 Finance Director JOBCODE 7 Finance Manager JOBCODE 8 JOB FUNCTION 2 JOB CLASSFICATION 2 JOB CLASSFICATION 3 JOB CLASSFICATION 4 JOB CLASSFICATION 5 JOB CLASSFICATION 6 JOB CLASSFICATION 7 JOB CLASSFICATION 8 JOB FUNCTION 1
  • 26.
    © 2012 SAPAG. All rights reserved. 26 Customer Foundation Objects – Job Structure - Definitions Standard Label Definition Job Code Describes all the Jobs to which an employee can be assigned. This is the data standard for all jobs with the organisation – can be renamed Job Function Higher level groupings of Job Code into appropriate functions (e.g. HR, Finance). Used for reporting purposes primarily – can be renamed
  • 27.
    © 2012 SAPAG. All rights reserved. 27 Customer
  • 28.
    © 2012 SAPAG. All rights reserved. 28 Customer Foundation Objects – Pay Structures •With all Foundation Objects there is a 3 step process 1. Rename (if you want) 2. Connect (to allow filtering of data during maintenance) 3. Decide if you want any additional fields against the Foundation Object 4. Define the codes & attributes of each Foundation Object (e.g. Pay Component) AS SIMPLE AS THAT! Pay Structure
  • 29.
    © 2012 SAPAG. All rights reserved. 29 Customer Foundation Objects – Pay Structures - Definitions Standard Label Definition Pay Group A data element that groups employees that are paid in a like manner – can be renamed – can be renamed Pay Grade Denotes the seniority of the employee from a pay perspective – can be renamed Pay Component A data element that denotes relevant components of employees pay (e.g. Base Salary, Car Allowance). Can be recurring or one off – can be renamed Pay Component Group Allows grouping of Pay Components into a higher level category allowing the summing of all amounts assigned to the employee in that category – can be renamed Pay Frequency Denote the frequencies which the employee can be paid a pay component – can be renamed Pay Range Allows the recording on Min, Mid and Max salary amounts which can in turn calculate the Compa-Ratio and range penetration for the employee – can be renamed Pay Calendar Allows the recording of period start and end dates for Payroll Processing. Useful primarily for reporting purposes – can be renamed Geozone Geographical grouping with a bias towards pay considerations. Allow for grouping for example of Pay Ranges to be relevant to one geographical location – can be renamed
  • 30.
    © 2012 SAPAG. All rights reserved. 30 Customer Pay Structure : An Example COMPANY 1 COMPANY 2 Weekly Paid PAY GROUP 1 Monthly Paid Bi weekly Paid PAY GROUP 2 Weekly Paid Monthly Paid PAY GROUP 1 PAY GROUP 2 Pay Calendar 1 Pay Calendar 2 Pay Calendar 3 Week 1 Week 2 Week N Month 1 Month 2 Month N Period 1 Period 2 Period N Pay Calendar 1 Week 1 Week 2 Week N Month 1 Month 2 Month N Pay Calendar 2 PAY GROUP 2 PAY GROUP 3 PAY GROUP 4 PAY GROUP 5
  • 31.
    © 2012 SAPAG. All rights reserved. 31 Customer Pay Structure : An Example Grade 10 PAY GRADE Grade 10 JOBCODE 3 PAY RANGE BASE NON BASE RECURRING NON RECURRING NON BASE TARGET ONLY NON BASE BASE VARIABLE ON TARGET EARNINGS ANNUAL SALARY HOUSING ALLOWANCE ACTING UP PAY CAR ALLOWANCE SALARY SACRIFICE ANNUAL BONUS RECOGNITION BONUS ANNUAL BONUS TARGET PAY COMPONENT GROUP PAY COMPONENTS
  • 32.
    © 2012 SAPAG. All rights reserved. 32 Customer
  • 33.
    © 2012 SAPAG. All rights reserved. 33 Customer Position Management – What & Why There is one other object we need to address if we are using Position Management EMPLOYEE LEGAL ENTITY DIVISION DIVISION DEPT FULL / PART TIME? POSITION JOB CHANGE YOU DECIDE WHAT ATTRIBUTES OF THE POSITION THE EMPLOYEE INHERITS
  • 34.
    © 2012 SAPAG. All rights reserved. 34 Customer Position Management – What & Why There is one other object we need to address if we are using Position Management – the Position. But first what is Position Management and do you need it • Position Management is predicated on Position being created with attributes that reflect that position. • Position Management is typically beneficial for relatively non fluid organisation where headcount management & control is paramount • Position Management does build in another layer of complexity to both the implementation and subsequent maintenance • You need to be sure you NEED position management before we go down this route.
  • 35.
    © 2012 SAPAG. All rights reserved. 35 Customer Position Management – What Does It Do There are many options to consider with Position Management but primarily it does the following :- 1. Defaults data from the Position to the Person when Position is added or changed on an employee record, if you want, you specify what data is defaulted. 2. Defaults data from Person to Position when data is modified on the person if you want, you specify what data is defaulted. 3. Allows for rigid or loose adherence to FTE Targets for positions 4. Allows for Mass Positions with a multiple FTE Target 5. Can automatically create and assign people to new or position with space based on employee data changes (implicit position management) 6. Allows for automatic maintenance of losing and receiving position to ensure a stable headcount at the organisational level you specify.
  • 36.
    © 2012 SAPAG. All rights reserved. 36 Customer Foundation Objects
  • 37.
    © 2012 SAPAG. All rights reserved. 37 Customer Step 1 Complete Foundation Objects Org Structure Job Structure Pay Structure Custom
  • 38.
    © 2012 SAPAG. All rights reserved. 38 Customer Employee Data – An Introduction Key Points • Employee Data resides within a standard set of Portlets within EC • It is not possible currently to add portlets to EC screens • It is possible to rename the Portlets within EC • Each Portlet contains a standard set of fields, including some Foundation Object fields. You can decide which standard fields you would like to use • Each Portlet has the ability to add custom field which can be either string, number, decimal or date field • Some portlets are by design effective dated and some are not • Field specified within each Portlet can be renamed as required • Fields with Portlet can reference either Foundation Objects or Picklist to make available the valid values for data entry
  • 39.
    © 2012 SAPAG. All rights reserved. 39 Customer Personal Information - The Portlets Personal Information Personal Information Personal Information that can change over time like Marital Status, Gender, Name etc. Biographical Information Personal Information that does not change like Date of Birth & Employee ID National ID Information Allows recording of multiple National ID types and numbers Addresses Allows the recording of multiple Address Type and details Work Permit Information Allows recording of multiple Permit types, numbers and expiry dates Email Information Allows recording of multiple email types and addresses Phone Information Allows recording of multiple Phone types and numbers Social Account Information Allows recording of multiple Social Accounts and associated details Emergency Contact Information Allows recording of multiple emergency contact, relationship and contact information Dependents Allows the recording of dependents of the employee and associated contact details Bank Account Information Allows recording of Bank Account Information for the employee
  • 40.
    © 2012 SAPAG. All rights reserved. 40 Customer Employment Information - The Portlets Employment Information Job Information Allows effective dated tracking of all Job changes of the employee Employment Information Records data specific to the employees employment with the company, typically dates such as Hire Date etc. Job Relationships Allows the recording of desired globally defined relationships between the employee and another person in the company. For example Matrix Manager, Project Manager, Finance Contact etc Compensation Information Allows effective dated generic Compensation related data. Also contains the assignment of specific pay components that are either recurring payments or targets and associated amounts. This makes up a view of the employee Pay One Time Payment Information Allows the recording of one time payments such as one time Bonus or Recognition payments and associated amounts and date paid
  • 41.
    © 2012 SAPAG. All rights reserved. 41 Customer
  • 42.
    © 2012 SAPAG. All rights reserved. 42 Customer Country Specific Employee Data Specification of Country Specific Fields are allowed in the following places • Job Information – this is driven by the country assigned to the Legal Entity Foundation Object • Personal Information - – this is driven by the country assigned to the Legal Entity Foundation Object • Address Formats • National ID Formats • Name Formats
  • 43.
    © 2012 SAPAG. All rights reserved. 43 Customer Employee Data & Security – Role Based Permissions Effective Dated • Personal Information • Address Information • Job Information • Compensation Information • Job Relationship Information • Bank Account Information Non Effective Dated • Biographical Information • Phone Information • Email Information • Social Accounts Information • Emergency Contact Information • National ID Information • Work Permit Information • One Time Payments • Employment Information Data in EC Portlets are either effective dated or not effective dated dependent upon the type of date
  • 44.
    © 2012 SAPAG. All rights reserved. 44 Customer Employee Data & Security – Role Based Permissions Role Based Permission is :- A method to ensure that users can : • Only see the employee data they are supposed to • Only amend the data they are supposed to • Only see the data for the populations they should Two main concepts to understand :- Groups – A group is a population of employees defined by the data associated to employees. – For example : All employees in a specific location – All employees at grade 10 and above Roles – A role is a titled specification of data permissions which specifies the data privileges employees assigned to that role have – For example : Managers – Executive level employees – System Administrator – Employees On Self – Employee On Others
  • 45.
    © 2012 SAPAG. All rights reserved. 45 Customer Employee Data & Security – Role Based Permissions GRANTED GROUP HR BP Definition :- All Employees with a Job Code of HR BP TARGET GROUP UK Employees Definition :- All Employees with a Location in the UK ROLE – HR EXTENDED ACCESS Personal Data Effective Dated Employment Data Effective Dated Personal Data Non Effective Dated Employment Data Non Effective Dated Manager Self Service Workflow Administrative Privileges Hire Terminate Update Records View In Progress View History Manage Foundation Data Import Employee Data
  • 46.
    © 2012 SAPAG. All rights reserved. 46 Customer Employee Data & Security – Role Based Permissions GRANTED GROUP HR BP Definition :- All Employees with a Job Code of HR BP TARGET GROUP UK Employees Definition :- All Employees with a Location in the UK ROLE – HR EXTENDED ACCESS Personal Data Effective Dated Employment Data Effective Dated Personal Data Non Effective Dated Employment Data Non Effective Dated Manager Self Service Workflow Administrative Privileges Hire Terminate LOA Update Records View In Progress View History Manage Foundation Data Import Employee Data WHO CAN SEE / DO SOMETHING WHAT THEY CAN SEE / DO WHO THEY CAN SEE / DO IT TO
  • 47.
    © 2012 SAPAG. All rights reserved. 47 Customer Employee Data & Security – Role Based Permissions
  • 48.
    © 2012 SAPAG. All rights reserved. 48 Customer Step 2 Complete Foundation Objects Org Structure Job Structure Pay Structure Custom Employee Data Personal Information Job & Employment Information Non Effective Dated Biographical Phone Email Social Accounts Emergency Contact Bank Account National ID Work Permit Effective Dated Personal Data Address Dependants Non Effective Dated Non Recurring Pay Components Termination Employment Effective Dated Job Information Compensation Job Relationships Portlets Portlets Standard & Custom Fields Standard & Custom Fields Standard & Custom Fields Standard & Custom Fields
  • 49.
    © 2012 SAPAG. All rights reserved. 49 Customer HR Transactions : An Introduction There are three main components to how the execution of HR Transactions are managed within Employee Central 1. Events & Event Reasons These are used to track what is actually happening to employee when someone changes there data on an effective date 2. Workflow These can facilitate approval on specific data changed. The approval mechanism and who can be involved in the approval chain is flexible 3. Alerts & Notifications These can notify specific roles or users that something has happened or is happening soon to allow them to take action. No approval included here.
  • 50.
    © 2012 SAPAG. All rights reserved. 50 Customer HR Transactions : An Introduction SExternal Hire Internal Hire Acquisition Fixed Term Int’l Transfer Annual Review Off Cycle Promotion Exceptional Performance Hours Change Which roles should approve & in what order? Which Reasons and / or other field changes should trigger workflow? HIRE LEAVING PAY CHANGE JOB CHANGE DATA CHANGE
  • 51.
    © 2012 SAPAG. All rights reserved. 51 Customer Events • SuccessFactors provides a standard number of events, these can be renamed, but should not be repurposed. 1.It is not necessary or required to use all events if you do not need to  Hire  Rehire  Probation  Completion Of Probation  Job Change  Data Change  Start of Assignment  Completion of Assignment  Leave Of Absence  Return to Work  Pay Rate Change  Promotion • Demotion • Suspension • Transfer • Termination • Position Transfer • Position Reclassification
  • 52.
    © 2012 SAPAG. All rights reserved. 52 Customer Event Reasons • Event Reasons are effectively subclassifications of Events and it is up to Customer what these should be for each event that you would like to use • Typically these Event Reasons should be a global data standard to aid reporting. It is possible to have country specific event reason however • Event Reasons can be attached to an effective dated change of data for an employee either manually or ‘automatically’ – this is a design decision to need to make
  • 53.
    © 2012 SAPAG. All rights reserved. 53 Customer Event Derivation Or Not 1. With Event Derivation the system assigns an Event Reason automatically based on logic that you specify and we configure into the system (note, this is not in scope for Customer) 2. Without Event Derivation, you rely on who ever is making the change to know which Event and Event Reason to use for any particular change
  • 54.
    © 2012 SAPAG. All rights reserved. 54 Customer Workflow To have workflow execute as desired in the system, the following is required 1. A set of Workflow Definitions 2. A set of associated criteria specifying in which circumstances a specific workflow definitions should trigger
  • 55.
    © 2012 SAPAG. All rights reserved. 55 Customer The Workflow Definition – A Closer Look Modify existing Workflow definition as needed. Steps can be added, deleted or change ‘Step’ section denote who will approve the workflow and in what order ‘Contributor’ specifies who will be notified of progress at each step of the workflow ‘Cc Role’ specifies who will receive a notification only after the entire workflow is complete Never make changes to the Workflow ID. This will break the workflow
  • 56.
    © 2012 SAPAG. All rights reserved. 56 Customer The Workflow Definition – Approver Types Approver Type : Role Options are :- • Employee • Manager • Manager’s Manager • Employee HR • Matrix Manager • Custom Manager • Second Manager • Additional Manager Approver Type : Dynamic Role Options are customer defined based on one or more of the following criteria :- • Job Classification • Department • Location • Legal Entity • Business Unit • Division • Cost Center • Pay Grade • Pay Group • Event Reason • Position Approvers can resolve to either a Person, Position, or Dynamic Group. Approver Type : Dynamic Group Options are customer defined based on standard Role Based Permission Group creation criteria e.g. :- • Department • Job Classification • Location etc.
  • 57.
    © 2012 SAPAG. All rights reserved. 57 Customer The Workflow Definition – Dynamic Roles Modify existing Dynamic Role definition as required. ‘Person (User System ID) denotes who will approve when this dynamic role is in a Workflow definition. The other optional columns denote the criteria for when that approver should be used. In this case, employees subject Workflow in the Business Units listed will have a Head of Unit approver as specified in the ‘Person (User System ID) column
  • 58.
    © 2012 SAPAG. All rights reserved. 58 Customer The Workflow Definition – Dynamic Groups Click on an existing link to maintain an existing Dynamic Group Choose with criteria should be used to populate the group Click here to add or delete specific values for the criteria chosen to populate the group Click here to see the current employees in the group This section can specifically exclude people from the group based on criteria
  • 59.
    © 2012 SAPAG. All rights reserved. 59 Customer Alerts & Notifications • Alerts and Notification can be configured in addition to Workflow. They produce messages that you can define that go to specific people. • They can appear in the Employees ‘To Do’ List on the Homepage or on email or both • You can define the exact message that is sent • You define the criteria that tell the system to send this message • Example Alert Manager that one of their employee’s contract end date is 20 days away. • Alerts can be configured based on different criteria • Alerts are produced once a day, rules are set up and those users satisfying those rules for specific alert will get the alert • Alert specific Workflow definitions are used to define who gets the alert.
  • 60.
    © 2012 SAPAG. All rights reserved. 60 Customer
  • 61.
    © 2012 SAPAG. All rights reserved. 61 Customer Step 3 Complete Foundation Objects Org Structure Job Structure Pay Structure Custom Employee Data Personal Information Job & Employment Information Non Effective Dated Biographical Phone Email Social Accounts Emergency Contact Bank Account National ID Work Permit Effective Dated Personal Data Address Dependants Non Effective Dated Non Recurring Pay Components Termination Employment Effective Dated Job Information Compensation Job Relationships Portlets Portlets Standard & Custom Fields Standard & Custom Fields Standard & Custom Fields Standard & Custom Fields Event Event Reasons Data Changes Workflow Approver 1 Approver 2 Approver n CC Role Contributor Role
  • 62.
    © 2012 SAPAG. All rights reserved. 62 Customer
  • 63.
    © 2011 SAPAG. All rights reserved. 63 Confidential Time Off Overview
  • 64.
    © 2012 SAPAG. All rights reserved. 64 Customer Agenda 1.Quick Demo 2.What is Time Off (and what it is not) 3.How is Time Off Functionality Built Up. 4.A look at each of the individual configuration elements 5.What questions do you need to answer to express your requirement? 6.How to document your requirements – filling in the configuration workbook. 7.Next Steps
  • 65.
    © 2012 SAPAG. All rights reserved. 65 Customer What is Time Off DEMO
  • 66.
    © 2012 SAPAG. All rights reserved. 66 Customer What is Time Off Time Off Allows :- • Employees to request Time Off for types of time, applicable to them, that you define. • Managers to view a Team Absence Calendar to aid decision making in approving time off • Managers to approve Time Off (if required) • Allows to automatic calculation of accruals, by type of time (if required) • Allows for automatic processing of balances at the end of a period (if required) • Allow for customer specific application of rules to deploy company policy in relation to booking certain types of time.
  • 67.
    © 2012 SAPAG. All rights reserved. 67 Customer Who Can Do What • Employee requests time off, such as vacation, paid time off, or sick leave. • Employee views or cancels time off requests. • Employee views team absences • Employee view own time account details. • Manager approves time off requests. • Manager approves team absences. • HR Administrator enters a new hire into the system and sets up Time Off for him or her. • HR Administrator needs an overview of an employee's time accounts. • HR Administrator enters an absence request for an employee. • HR Administrator makes a manual adjustment to a time account. • HR Administrator creates and runs a time off accrual calendar to have accrual created automatically. • HR Administrator runs period-end processing
  • 68.
    © 2012 SAPAG. All rights reserved. 68 Customer Time Off Summarised Time Off Calendars Time Account Time Account Detail Time Off Request Workflow Request Time Account Eligibility Status Time Off Employee Transactional Data Time Off Setup Data Holidays Holiday Calendar Work Schedule Time Type Time Type Time Profile Time Type Time Type Time Account Type Accrual Rule Period-End Processing Rule Hire Rule Termination Rule Account /Accrual Creation Parameters Holiday Calendar Work Schedule Time Profile Account Creation Accrual Creation Period End Processing
  • 69.
    © 2011 SAPAG. All rights reserved. 69 Confidential Time Off Set Up Data
  • 70.
    © 2012 SAPAG. All rights reserved. 70 Customer Time Off Summarised Time Off Setup Data Holidays Holiday Calendar Work Schedule Time Type Time Type Time Profile Time Type Time Type Time Account Type Holiday Calendar Work Schedule Time Profile
  • 71.
    © 2012 SAPAG. All rights reserved. 71 Customer Holidays Holidays What does it do? Holidays are simple codes and descriptions to identify holiday names that can subsequently be used in holiday calendars Field Usage Holiday Code Code to identify specific holiday Name Description of the holiday
  • 72.
    © 2012 SAPAG. All rights reserved. 72 Customer Holiday Calendar Holidays Holiday Calendar What does it do? Holiday Calendars are a collection of individual holidays for a particular jurisdiction where people work. Field Usage External Code Code to identify specific holiday calendar External Name Description of the holiday calendar Date Of Holiday Date of which holiday chosen occurs Holiday Class Enter either, Full, Half or None Holiday Pick relevant previously configured holiday
  • 73.
    © 2012 SAPAG. All rights reserved. 73 Customer Work Schedule Holidays Holiday Calendar Work Schedule What does it do? Work Schedules specify a the number of working hours per day from a particular date in a recurring cycle that you specify Field Usage External Code Code to identify specific Work Schedule External Name Description of the work schedule Starting Date Date on which the work schedule should take effect. Connect day and date Day Number of the sequence of days in the Work Schedule. Can be as many days as you want. Working Hours Number of working hours expected to be worked on a particular day / date.
  • 74.
    © 2011 SAPAG. All rights reserved. 74 Confidential Time Off Configuration Workbook
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